Request for Proposals: Finance and Procurement Manual Review

NairoBits Trust is looking for a consultant to review and update the current finance and procurement manual, in content and in form.

Organizational Introduction

NairoBits Trust is a Kenyan non-profit that uses ICT to empower disadvantaged youth from the informal settlements of Nairobi. We offer programs that unlock careers in tech through digital skills training and professional integration with the labor market. Since its inception, the organization has impacted the lives of over 9,000 youth in Kenya and continues to make tech accessible as a life changing and solution building tool for vulnerable youth.

Our programming is based on a two pronged strategic approach i.e. Enhancing the capacity of underserved youth to increase their readiness for them to make gainful advantage of the digital age and Promoting the creation of opportunities and utilization of available ones in the ICT sub-sector.

Finance & Procurement Manual Review

NairoBits Trust is looking for a consultant to review and update the current finance and procurement manual, in content and in form.

This update is needed to ensure smooth operations within the finance department. Since the development of the current finance manual, NairoBits has grown and incorporated within its strategies sustainability models in its operations. In addition, having institutional donors, these grants may come with the requirements that their terms and conditions may be incorporated within NairoBits Trust finance and procurement manual.

Scope of the Assignment

Under guidance of the Manager Finance and Operations, the Consultant will work with finance staff and management to update the finance and procurement manual and provide guidance on topics that include taxes regulations, and some donor requirements and by revising the manual. S/he will hold discussions with the finance and admin team to assess the current situation in order to present a financial manual and procedure that includes both short-and long-term financial goals. This will cover specific finance policies (e.g. budgeting, payroll, travel and subsistence, asset management), Key minimum standards, and Specific Finance Procedures (e.g. Procurement, banking, accounting routines), Chart of accounts. Further, the consultant(s) will make sure the procedures in the manual are understood by all staff, through a presentation to all relevant staff.

The consultant should review and update the current finance manual to incorporate the following:-

1. Audit recommendations that have been given over time.
2. The structure of operations within the organization.
3. The strategic Plan 2021-2025
4. Existing Government regulations.
5. NairoBits current donor requirements.
6. New developments in the field of finance and best practices
7. Procurement and Contracting policies and procedures
8. Cost allocation policy for projects and donor proposals

The consultant will be expected to read current external donor finance requirements to ensure full incorporation of specific requirements in management of the donor funds.

Deliverables

The following deliverables will be expected from the consultant;

• An updated Finance policy
• An updated Procurement Policy
• Presentation of new updated policy to Staff and Board
• A report to the management on improvements or upgrades that can be made to improve the financial management of the organization.

Timeline

This consultancy is expected to span approximately 20 full-time days, which should be spread over a longer period of time to allow for review and feedback. Ideally the consultant will start on 20th September, 2021 and submit the final revised and updated finance manual by 31st October, 2021.

Expected profile of the consultant

NairoBits Trust is looking for a qualified finance professional with sound finance background, insight and excellent editing and design skills, both in writing and in visualizing. The Consultant should have the following qualifications:

1. Bachelor’s Degree in Accounting, Business Administration, or a related field is required.
2. Member of ICPAK and in good standing.
3. Minimum 10 years of working experience in financial management or institutional strengthening for the NGO sector.
4. Working experience in audit and donor/grant compliance with experience in working for UN , EU and US funded grants
5. Relevant work experience in capacity development of institutions in the context of strengthening national systems is required.
6. Work experience in a development context is essential.
7. Experience in working for an international organization is required.
8. Ability to read, write, and communicate fluently, in English.
9. Ability to analyze complex information into simplified materials.
10. Flexibility and ability to work independently, and with large teams in a multicultural environment.
11. Excellent interpersonal skills and flexible attitude

Response & Submission specifications

The Expression of Interest should include:

• Technical Proposal of assignment delivery including a detailed Work Plan/ time frame for the deliverables.
• Financial proposal for assignment delivery
• Consultant’s portfolio: evidence of past work relevant to this consultancy
• Three references of recent, similar assignments.